Events Coordinator 3, Food Services

Bellevue, WA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $42,756.00 - $56,916.00

Work Schedule

Standard Hours

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Life insurance

Disability insurance

retirement plans

Paid holidays

Paid vacation

Paid sick leave

Transit program

Reduced tuition

Employee Discounts

Employee memberships

Job Description

Bellevue College, located just 10 miles east of Seattle, is a diverse, student-centered, comprehensive, and innovative institution committed to teaching excellence and supporting the lifelong educational development of its students. Serving a large and diverse student population with over 54% students of color and more than 1,300 international students, Bellevue College actively promotes pluralism, inclusion, and global awareness. The college strives to create a vibrant and inclusive campus environment that supports diversity among students, faculty, and staff. As a key contributor to the economic, social, and cultural vitality of the community it serves, Bellevue College offers flexible and accessible educational programs and services designed to foster student success and personal growth. The institution values collaboration, creativity, innovation, and leadership by enriching student life through various cultural and personal learning experiences. It is also committed to creating a safe and equitable environment in all areas of college life, actively supporting diversity, equity, and pluralism through its policies and practices.

The Events Coordinator 3 position within Bellevue College Food Services is a full-time, regular classified role reporting directly to the Events Manager. The salary range for this position is $42,756 to $56,916 annually, commensurate with qualifications and experience. Food Services at the college provides comprehensive dining options on the main campus, including a full-service cafeteria, three coffee shops, and a pizza cafe in the housing area. This role is integral to the planning and execution of a wide variety of events catering to both internal and external clients, with event sizes ranging from small meetings of 10 guests to large, multi-day conferences accommodating several hundred attendees.

The primary responsibilities of the Events Coordinator 3 include reserving event locations, arranging catering services, coordinating setup and breakdown logistics, providing onsite event support, managing detailed event documentation, and processing invoices. A significant part of the role involves the effective use of the 25Live online reservation system for scheduling events, which requires excellent organizational skills and attention to detail. The position demands strong communication and customer service skills, as the coordinator frequently liaises with clients, campus departments such as Public Safety and Facilities, and other stakeholders to ensure seamless event execution. Additionally, this role requires occasional evening and weekend work, supporting the diverse scheduling needs of college events.

Overall, this position offers a rewarding opportunity to contribute to the dynamic campus environment by facilitating memorable and well-organized events. The role blends administrative expertise, event logistics management, and customer-focused service, making it an excellent fit for professionals interested in event planning, hospitality, and community engagement within a vibrant educational setting.

Bellevue College provides a comprehensive benefits package including medical, dental, life and disability insurance plans; retirement and deferred compensation options; paid holidays, sick leave, and vacation; transit programs; reduced tuition rates; employee discounts; and various membership benefits, enhancing the work-life balance and overall well-being of its employees.

Job Requirements

High school diploma or equivalent
Minimum one (1) year of experience with catering or event planning
Valid Washington driver's license with two (2) years driving experience
Proficient with Microsoft Office Suite, Adobe products and online reservation systems such as 25Live
Effective written, verbal, interpersonal communication and customer service skills
Ability to work independently and collaboratively
Demonstrated ability to organize and manage multiple projects simultaneously
Willingness to work occasional after hours, early morning and weekend hours

Job Qualifications

High school diploma or equivalent
Minimum one (1) year of experience with catering or event planning
Demonstrated ability to prepare contracts, event documents, event marketing materials, and billing while maintaining organized records
Demonstrated ability to work on several projects simultaneously and follow up on projects
Demonstrated ability to work independently and effectively collaborate and communicate with team members
Effective written, verbal, interpersonal communication and customer service skills
Must have a valid Washington driver's license with two (2) years of driving experience
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, Visio), Adobe products, and familiarity with online reservation systems such as 25Live
Demonstrated experience working with colleagues and students in a collaborative and inclusive environment
Bachelor's degree or certificate in Marketing, Hospitality, Culinary Arts, or other related areas preferred
Four (4) years of progressively responsible work experience involving public contact such as secretarial, sales promotion, setting up conferences, public information, or in the hospitality industry preferred
Knowledge of events management tracking systems preferred

Job Duties

Schedule meeting rooms, facilities, food and beverage requests, media equipment, and other event support through 25Live
Develop and provide cost estimates to clients using 25Live
Correspond with clients and arrange/schedule services through emails, meetings, and phone calls
Prepare, send and monitor contracts for clients
Prepare, process and reconcile billing after events
Conduct event planning meetings with other campus departments, including Public Safety, Grounds, Custodial, Maintenance, Digital Media
Create and maintain detailed event orders and documentation
Oversee and monitor compliance with applicable laws, regulations, policies, emergency procedures, and Americans with Disabilities Act (ADA) compliance during programs and events
Perform setup/breakdown of furniture, equipment, food, beverages and other work as required
Deliver and set up light refreshments when kitchen porter is unavailable (e.g., coffee, tea, pastries, fruit and vegetable platters)
Prepare and distribute way finding signage as needed, both outdoors (e.g., parking lots) and indoors (e.g., building entrances and event spaces)
Create event setup schematics to assist team members with event preparation
Ensure event spaces are properly restored after the conclusion of each event
Conduct site visits with potential clients upon request
Provide access to locations for clients as needed
Prepare menu signage and food labels for catered events
Serve as the point of contact for clients during events on behalf of Food & Event Services at the College
Provide media support for events, including setup and teardown of audio and visual equipment
Design posters, wayfinding signage, and menus for events as needed/requested
Maintain inventory of promotional materials
Perform other duties as assigned